Board members and homeowners present:
Sonya Barsness, Chip Crane, Myron Davis, Larry Sheeler, Jean Thomsin and Cookie Symons. Jim Grimley, Property Manager from Penn First was also present. In addition there were 10 homeowners present.
1. Call to Order
President Larry Sheeler called the meeting to order at 6:31 p.m.
2. Certify Quorum
Six board members present. Quorum established.
3. Proof of Notice
Proof of Notice was given.
4. Approval of minutes from previous meeting
The minutes of the January 21, 2003 meeting were approved as submitted.
5. Financial Report
December 2002 financials: Myron Davis discussed the 2002 end of year income and expenses. We did OK in 2002 with $20,587 income and $17,265 expenses for a net income of $3,323. Therefore our equity increases from $14,102 to $17,425 at the end of 2002.
Collections status: As of February 13, 2003 a total of 5 homeowners are behind one quarter payment. Two of these have paid in the meantime. The other three have been contacted by Myron.
2002 audit/tax return: We have two audit proposals. One from last years' auditor Joseph R. Michalak, C.P.A. and a second from Sonia Narvaez, C.P.A. Myron Davis made the motion to let Mr. Michalak do the audit. The motion was seconded by Cookie Symons and approved unanimously.
6. Committee Reports
Newsletter - Sandy mentioned that the newsletter has been distributed over the weekend. The next newsletter will be issued early May, after the annual meeting in April.
Neighborhood Watch - Cookie Symons reported that it has been quiet in our neighborhood.
ARC - Chip Crane asked if the 48 reminder letters to the homeowners who had failed to take corrective action had been sent out. Because of manager changes within Penn First Management that is probably not so. In any case a new drive-through will be done later this month and appropriate follow-up will be taken. Chip mentioned that a homeowner is in the process to repair and repaint part of his house. Although house maintenance does not need an ARB form, it is recommended that homeowners submit an application for repainting anyhow, even if repainting in the same color as before, to be on the safe side.
Yard of the Month - Chip Crane mentioned that over the winter months he has omitted making a "Yard of the Month" choice. However, in March he will start again issuing the sign to a homeowner. Moreover he is in the process of improving the sign.
7. Entrance Lights
Ron Wiley reported on the progress made with the entrance lights project. He met with several people from the Orange County 'Archives Department' and the 'Roads & Drainage Department'. Moreover he contacted people from FPL/Progress Energy as well an electric contractor "Corporate Electric Services". Based on the proposal from Corporate Electric Services and the rates for deposit and electric service of FPL/Progress Energy, Ron showed 4 alternative total installation costs for the 4 entrance lights of $6,144.00, $6,592.00, $6,684.00 and $6,788.00. The differences depend on single or double sets of HID or single 32W or 80W Fluorescent lights. Ron mentioned that he is looking for 1 or 2 other bids and that he hopes to get the final price lower. Moreover he mentioned that we maybe could piggyback with OC Roads & Drainage if they start digging trenches for the 'underdrain' before road re-surfacing. That work will probably start within 30 days. Ron showed an anchor device which can be used to secure the lamps in the ground as well as make limited lateral movement possible. Ron hopes to finish the project with a final proposal by the next meeting on March 18th.
Myron Davis and Cookie Symons have looked at several lights at other neighborhoods and like the halogen lights as at Emerald Trace and Waterford Cove best.
Ron suggested that a thank you letter be sent to the homeowner who helped in the set-up of the test lights at the front entrance. Chip and Ron will sign the letter on behalf of the committee.
8. Old Business
Bimonthly Board meetings: It was decided to have the next meeting at the regular date of March 18th.
9. New Business
New Manager: Larry Sheeler introduced Jim Grimley from Penn Management who will be the new manager for Cypress Isles. Jim has many years of community management experience. Jim will be working closely with Tom Bontrager who has been managing Waterford Lakes Associations for several years.
Annual Meeting: Ron Wiley mentioned that he and other homeowners were confused by the 'non-voting proxy' process. Larry explained that this is the way we have done it thus far and that changing it would require legal counsel. Bill Snook mentioned that last year this issue was brought up as well. That the proxy is only to establish a quorum and not a vote is not clear from the proxy letter. It was agreed that a small committee (the 'Doc Docs') consisting of Dennis Horazak, Bill Snook, Jean Thomsin and Ron Wiley will look at this issue and bring more clarity to and/or propose a change in the process. The target to complete this process in 2 weeks by March 4th.
Chip Crane made the motion to allocate up to two hours of attorney time to the committee if needed. The motion was seconded by Cookie Symons and approved unanimously.
Board member candidates: Ron Wiley asked if the incumbent board members would submit a 'Candidate Information Sheet' if they intend to run. This will give the homeowners a better idea about all the candidates and their reason to apply for a seat on the board. Larry Sheeler answered that submitting a Candidate Information Sheet is not required; however it is a good suggestion. Larry also reminded everyone that nominations must be permitted from the floor at the meeting.
10. Open Forum
Noisy neighbors at night: A homeowner asked if the community could help with the fact that he lives next to a house rented out to male college students, who make so much noise that sleeping at night is virtually impossible. Larry Sheeler mentioned that the board (Penn Management) will write a letter to the landlord-homeowner about the issue. Further Larry mentioned that a signed complaint with the Sheriff's Office will be very helpful.
11. Next Meeting
The next meeting is scheduled for Tuesday, March 18th at 6:30 p.m. Larry Sheeler and Cookie Symons will not be at the meeting. Steve Hartman will chair the meeting.
Cookie Symons made the motion to adjourn, seconded by Sonya Barsness. The meeting was adjourned at 8:06 p.m.
Notes submitted by Board of Directors
Secretary of the Board